Office Manager - Minnesota Staffing : Job Details

Solid Ground (SG) is an award-winning nonprofit organization whose proven, holistic approach helps families build the strong foundations they need to emerge from homelessness into a brighter future. Through safe, affordable housing and innovative supportive programming, Solid Ground helps families transition to a higher-level of self-sufficiency and break the cycle of homelessness and poverty for the next generation.

Wages and Benefits: $26.44 - $28.85 per hour; Paid vacation time, sick time, plus ten paid holidays and two floating holidays; competitive health, dental, and vision insurance; health savings account (HSA), and options for flexible spending accounts (FSA). There is employer paid basic life insurance with the option for additional coverage paid by the employee. The employer pays for Accidental Death and Dismemberment (AD&D) and short and long-term disability insurance. SG sponsors a retirement plan with automatic enrollment at 3% and a 3% employer match after one year of service, plus immediate vesting.

A Typical Day in the Life: A typical day as Solid Grounds Office Manager provides an opportunity to serve in a key administrative role that blends front desk and office coordination, executive assistant support to the Executive Director and leadership team, and office/project management functions. Responsibilities will include the following:

• Serving as the first point of contact for participants, visitors, vendors, donors, and volunteers.
• Answering and routing phone calls and responding to general inquiries via phone, email, and in person.
• Managing the organization's general information mailbox.
• Overseeing incoming and outgoing mail, deliveries, and office supply/community space inventory, placing orders as needed.
• Developing and tracking an office supply budget.
• Developing and implementing front desk operations training, including onboarding and ongoing development for staff, volunteers, and additional support.
• Ensuring front desk support is consistent, safe, and effective while delivering the highest level of customer service to residents, staff, and visitors.
• Overseeing front desk scheduling and coverage, ensuring the desk is staffed during all business hours.
• Collaborating with the volunteer coordinator to schedule volunteers as needed to maintain reliable and efficient front desk operations.
• Assisting with the development and implementation of safety and security protocols for front desk operations, staff spaces, and community spaces in coordination with the Director of Operations.
• Setting up and maintaining organized filing systems for physical office records and key management systems.
• Coordinating scheduling and set-up for meeting spaces, including technology needs, hospitality arrangements, and room layout.
• Managing calendars, appointments, and meeting logistics for the Executive Director and leadership team.
• Preparing correspondence, reports, presentations, and meeting materials.
• Supporting leadership with board and committee meeting logistics, including agenda preparation, material distribution, and minute-taking.
• Tracking follow-up actions and deadlines for leadership projects.
• Maintaining confidentiality of sensitive organizational, resident, and personnel information.
• Coordinating special projects, ensuring timelines, deliverables, and communications are met.
• Overseeing office systems, vendor coordination, and service contracts (e.g., technology, maintenance, phone system, printing).
• Partnering with staff to ensure efficient workflows and problem-solving for operational challenges.

Who You Are: You have an associate degree in business administration, human services, or a related field; equivalent work experience is also considered. You have a minimum of 3 years of experience in administrative, office coordination, or executive assistant roles. You have previous experience working in a nonprofit or community-based organization. You demonstrate a commitment to diversity, equity, and inclusion, and work effectively with individuals from diverse socio-economic, cultural, and personal backgrounds. You possess strong interpersonal and relationship-building skills with a customer service mindset. You possess excellent organizational skills with the ability to manage multiple priorities while meeting deadlines. You have strong written and verbal communication skills. You are proficient in Microsoft Office Suite, Google Workspace, and video conferencing platforms. You have the ability to apply project management skills to track progress and ensure completion of tasks. You have a valid drivers license, access to reliable transportation, and the ability to meet Solid Grounds driving record requirements. Please note that if the license was not issued in the state of Minnesota, you have 60 days after becoming a Minnesota resident in which to apply for your Minnesota driver's license or permit (not applicable for new hires living out of state).